2/27/2013DSA - PROJECT CERTIFICATION1 STREAMLINING PROJECT CERTIFICATION CHANGING CULTURE AND CHANGING PROCESSES DSA: CHANGING CULTURE & CHANGING PROCESSES STREAMLINING PROJECT CERTIFICATION

2/27/2013DSA - PROJECT CERTIFICATION2 A NEW TOOL/METHOD FOR ADDRESSING UNCERTIFIED PROJECTS “Project Certification Guide” issued 10/22/08 “Alternate Certification Guide for Legacy Projects” issued 11/1/12 Both superseded and replaced by new comprehensive “Project Certification Guide – Revised Edition” issued 01/17/13 Revised Edition is available on DSA website, Quick Links. Legacy Projects – previously closed without DSA Certification. Guide includes alternate processes for projects missing documents due to the incapacitating illness, death, or the default of any persons required to file them.

2/27/2013DSA - PROJECT CERTIFICATION3 PROJECT CERTIFICATION GUIDE CONTENT Chapter 1 – Introduction: Purpose and General Information Chapter 2 – Documents Required for Project Certification Chapter 3 – Re-Examination of Closed Files (Re-Opening) Chapter 4 – Strategies for Project Certification Chapter 5 – Alternate Processes and Documentation Appendixes A through G

2/27/2013DSA - PROJECT CERTIFICATION4 STATUTORY AUTHORITY FOR THE USE OF ALTERNATE PROCESSES: Education Code, Sections 17315(b)/81147(b). “When …final verified reports …have not been submitted …due to the incapacitating illness, death, or the default of any persons required to file such reports, the Department of General Services shall, upon written request of the school district, review all of the project records and make such examinations as it deems necessary to enable it to certify that the school building otherwise complies with the requirements of this article …” AUTHORITY

2/27/2013DSA - PROJECT CERTIFICATION5 ALTERNATE PROCESSES: Intent 1.Intended to be used for projects closed without certification because … Final Verified Reports not submitted. Other required documents not submitted. Fees owed to DSA have not been paid.

2/27/2013DSA - PROJECT CERTIFICATION6 ALTERNATE PROCESSES (cont.): Use Use of alternate processes requires expert knowledge of : Structural engineering Fire & life safety Access compliance practices and requirements California school construction Title 24 codes DSA processes, policies, and procedures Each individual project, through detailed review of all available documents.

2/27/2013DSA - PROJECT CERTIFICATION7 ALTERNATE PROCESSES (cont.): Limitations Internal use by DSA, subject to following conditions: Records must be individually examined by DSA staff. Applicability must be documented to the file and approved by a DSA Structural Engineer or Architect. District must make written request to DSA (see form DSA-311). District must provide written justification indicating why the Final Verified Reports have not been submitted (see form DSA-311).

Form DSA-311

2/27/2013DSA - PROJECT CERTIFICATION9 ALTERNATE PROCESSES Certification Guide describes four Alternate Process types (A, B, C, and D): Alternate Processes A and B – may be used for any project type. Alternate Process C – limited to one story relocatable buildings. Alternate Process D – for projects not likely to be certified using this guide.

ALTERNATE PROCESS TYPE A

2/27/2013DSA - PROJECT CERTIFICATION11 ALTERNATE PROCESS TYPE A: Verified Reports Requires a Verified Report (form DSA-6, or equivalent) from the Project Inspector. This report may be adequate for project certification. May be considered an acceptable alternate to other missing verified reports or documents from:  Architects  Structural Engineers  Electrical Engineers  Mechanical Engineers  Geotechnical Engineers  Special Inspectors  In-Plant Inspectors  Welding Inspectors  Testing Laboratories  Contractors

ALTERNATE PROCESS TYPE A: Verified Reports (cont.) Determining adequate Verified Report documentation. DSA staff must review available records/files and verify: No evidence indicating the inspector did not provide adequate inspections. That a Verified Report from the Project Inspector was made. Verified Report shows project at least 95% complete. Contains no unresolved Structural, Access, or Fire & Life Safety issues. DSA field trip notes do not contain any unresolved Structural, Access, or Fire & Life Safety issues. No indication of Structural, Access, or Fire & Life Safety deficiencies or unconstructed scope necessary for code compliance.

2/27/2013DSA - PROJECT CERTIFICATION13 ALTERNATE PROCESS TYPE A: Fees Fees owed to DSA must be paid prior to project certification. If the fees owed are known to DSA closing staff then an invoice can be generated. If fees owed to the DSA are not known then the district must complete the form DSA-168 “Statement of Actual Final Project Cost” and staff will use that information to generate an invoice. If DSA staff determines that no fees are owed, then no invoice is generated.

2/27/2013DSA - PROJECT CERTIFICATION14 ALTERNATE PROCESS TYPE A: Construction Plans & Specifications Alternate Process Type A requires the project construction documents to be approved or otherwise resolved. Guide has in-depth discussion on possible resolutions of certification issues (Chapter 5, Section III). Issues to resolve: Change Orders Addenda Revisions Deferred Approvals Incomplete construction scope Construction deficiencies

2/27/2013DSA - PROJECT CERTIFICATION15 ALTERNATE PROCESS TYPE A: Change Orders Missing and/or unapproved must be resolved on a case by case basis. May result in a change to the cost of construction. See “Fees” There are two types of change orders: Change Orders affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components. Change orders NOT affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components.

2/27/2013DSA - PROJECT CERTIFICATION16 ALTERNATE PROCESS TYPE A: Change Orders (cont.) Those affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components; These types require DSA approval prior to project certification Must be completely resolved prior to certifying the project.

2/27/2013DSA - PROJECT CERTIFICATION17 ALTERNATE PROCESS TYPE A: Change Orders (cont.) Those NOT affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components. Will be considered resolved (no DSA approval required). There is no need to submit them to DSA. (Submit form DSA-310 instead.)

ALTERNATE PROCESS TYPE A: Form DSA-310

2/27/2013DSA - PROJECT CERTIFICATION19 ALTERNATE PROCESS TYPE A: Addenda/Revisions Must be resolved on a case by case basis. There are two types of: Affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components. NOT affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components.

2/27/2013DSA - PROJECT CERTIFICATION20 ALTERNATE PROCESS TYPE A: Addenda/Revisions (cont.) Those affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components. These types require DSA approval prior to project certification. Must be completely resolved prior to certifying the project.

2/27/2013DSA - PROJECT CERTIFICATION21 ALTERNATE PROCESS TYPE A: Addenda/Revisions (cont.) Those NOT affecting Structural Safety, Fire & Life Safety or Access Compliance systems or components. Will be considered resolved. (No DSA approval required.) There is no need to submit them to DSA. (Submit form DSA-310 instead.)

2/27/2013DSA - PROJECT CERTIFICATION22 ALTERNATE PROCESS TYPE A: Deferred Approvals Must Be Resolved Those considered critical to safety and requiring approval or other resolution prior to certification: Store Front Systems > 15 ft. in height between supports Lunch/Shade Shelters/any other building type structure  Bleachers  Exterior Wall Systems  Fire Alarms  Fire Pumps and Water Tanks  Fire Sprinklers  Skylights  Stage Rigging  Trusses

2/27/2013DSA - PROJECT CERTIFICATION23 ALTERNATE PROCESS TYPE A: Deferred Approvals (cont.) Those NOT requiring approval may be considered resolved. The following are considered minor in nature, and operationally tested by virtue of time passed: Basketball Backstops Store Front Systems < 15 ft. in height between supports Elevator Guide Rails Bookshelves 6 ft. and less in height Access Flooring 2 ft. and less in height Kitchen Hoods

ALTERNATE PROCESS TYPE B

2/27/2013DSA - PROJECT CERTIFICATION25 ALTERNATE PROCESS TYPE B: Is intended to be used when a Verified Report from a Project Inspector is not available. Guide includes information about the relevance of various document approvals and provides guidance for resolution.

2/27/2013DSA - PROJECT CERTIFICATION26 ALTERNATE PROCESS TYPE B: Required Documents Verified Reports – See the Guide for discussion and resolution for missing Verified Reports. Note the following. Other Required Documents: Fees (Same as Process A) Notice of Completion (Not Required) Form DSA-102 (Not Required… Use DSA-168) Grounding Test (Not Required) Form DSA-5 (Not Required)

ALTERNATE PROCESS TYPE B: Required Documents (cont.) Other Required Documents Change Orders (Same as Process A) Addenda/Revisions (Same as Process A) Deferred Approvals (Same as Process A) Weighmaster Certificate (Not Required) Batch Plant Report (Not Required) Epoxy and Expansion Anchors Report (Required or Not… Depends on Use) Shot Pin Test Report (Not Required) High Strength Bolt Test Report (Not Required, Except If Unidentified Bolts Were Used)

ALTERNATE PROCESS TYPE B: Required Documents (cont.) Other Required Documents: Masonry Core Test Reports (Not Required) Masonry Block Test Reports (Required or Not…Depends on Use) Field Bolting Inspection Report (Not Required) Concrete Compression Tests Reports (Required or Not…Depends on Use) In-plant Precast Concrete Inspection Reports (Required or Not… Depends on Use) Glu-Lam Fabrication Certificates (Not Required, except for complex shapes, large sizes or long spans) Soil Compaction Report (Not Required) Unconstructed Scope (Required to be completed only if necessary for Structural, Access, or Fire & Life Safety code compliance)

ALTERNATE PROCESS TYPE C

2/27/2013DSA - PROJECT CERTIFICATION30 ALTERNATE PROCESS TYPE C: Applicable to one story re-locatable buildings: not more than 2,160 square feet constructed in a manufacturer’s plant construction of the building superstructure only NOT placement of the building on a site For placement of the building on the site, Alternate Processes Type A, B or D should be used.

2/27/2013DSA - PROJECT CERTIFICATION31 ALTERNATE PROCESS TYPE C: Alternate Process Type C (building superstructure only) is the same as Alternate Process Type A, with the following clarifications and changes Building must have been constructed from a fully valid and approved DSA application number. For the building itself, the in-plant inspector or the welding inspector is considered to be the Project Inspector. A Verified Report by either will be accepted as a Verified Report from the “Project Inspector.”

2/27/2013DSA - PROJECT CERTIFICATION32 For projects not likely to be certified using process A, B, or C and special consideration is required for resolution that is beyond the intent of the Guide. ALTERNATE PROCESS TYPE D

DSA Staff Responsibilities STAFF RESPONSIBILITIES

2/27/2013DSA - PROJECT CERTIFICATION34 DSA STAFF RESPONSIBILITIES Order files from State Record Center. Review Files using the Project Certification Guide. Complete form DSA-311. Send letter of findings to district.

2/27/2013DSA - PROJECT CERTIFICATION35 DSA STAFF RESPONSIBILITIES: (cont.) Once required documents and fees are submitted and approved, provide certification letter for project. If project consists of re-locatable buildings only, use Google Earth and the site plan to determine if the buildings still exist. If not, then recommend close Type 5 letter.

SCHOOL DISTRICT RESPONSIBILITIES

2/27/2013DSA - PROJECT CERTIFICATION37 SCHOOL DISTRICT RESPONSIBILITIES CATEGORY A PROJECTS: Review form DSA-311. Fill out and sign DSA-311, if appropriate. Return signed form DSA-311 and fees to the DSA. Provide missing documents, if required.

2/27/2013DSA - PROJECT CERTIFICATION38 SCHOOL DISTRICT RESPONSIBILITIES CATEGORY B PROJECTS Provide alternates to missing documents in accordance with the Certification Guide.

2/27/2013DSA - PROJECT CERTIFICATION39 STAFF DOCUMENTS LETTER TEMPLATES

PROJECT CERTIFICATION LETTER Type A1

PROJECT CERTIFICATION LETTER Type A2

PROJECT CERTIFICATION LETTER Type A3 Page 1

PROJECT CERTIFICATION LETTER Type A3 Page 2

PROJECT CERTIFICATION LETTER Type A4 Page 1

PROJECT CERTIFICATION LETTER Type A4 Page 2

2/27/2013DSA - PROJECT CERTIFICATION46 Thank You For Your Time! Questions?